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Minutes

Directors Meeting of Surf Life Saving Central Coast (Inc.) Held at Avoca Beach SLSC Tuesday 10 May 2016 __________________________________________________________________ The meeting opened at 6.15pm.

1. ATTENDANCE

Stuart Harvey President Peter James Director of Non Portfolio Jane Davis Director of Education David Unger Director of Surf Sports Chris Parker Chief Executive Officer

Apologies:

Brett Beswick Director of Lifesaving Aaron Camp Director of Member Services

2. DISCLOSURE OF INTEREST

The Chairman requested the Directors to disclose any items of personal interest in matters that are going to be considered at the meeting. No interest was disclosed.

NOTED

3. CONFIRMATION OF PREVIOUS MINUTES

The minutes from the previous meeting held Tuesday 12 April 2016 were endorsed as a true and accurate record of the meeting. Resolved:

That the April Minutes are endorsed by the Board as a true and accurate record of the meeting.

Moved: Director of Surf Sports. Seconded Director of Member Services

CARRIED

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4. BUSINESS ARISING

Please refer to the attached action sheet (Attachment 12.1)

June 4.0 – Development of Federal Election Plan. In Progress. The CEO advised he had met with the candidates from both major parties and presented them with funding submissions for both SLSCC and the surf clubs.

November 10.2 – Develop Council Amalgamation Opportunities paper. Not

Complete. Standard Lease template negotiations have been prioritised ahead of this.

February 9.3 RWC Review – Not Complete.

March 10.6 – SLSNSW Team of the Year Agenda Item - Complete. This has been

sent to SLSNSW for inclusion in the Surf Sports and Member Services conference.

March 11.2 – SMAR Distribution Groups. Complete.

April 3.0 – Purchase and approval of drones. Not Complete. The CEO advised that soon after the previous meeting, SLSCC had been invited to a meeting with SLSNSW and Little Ripper and the purchase of drones had been delayed in case opportunities arise from that meeting.

Action: That SLSCC call for expressions of interest to be a drone’s operator and complete training.

NOTED

5. ENDORSEMENT OF FINANCIAL STATEMENTS

The attached April financial statements were considered by the Board.

The CEO advised that he was yet to invoice clubs for the Support Operations Levy and it was agreed by the Board that SLSCC will not charge this fee this season due to a greater than expected forecasted profit at years end.

The Board agreed that a precedent should not be set by doing so.

Resolved: 1. That the April Financial Statements are endorsed by the Board. 2. That Clubs will not be charged for Support Operations Levy for the 2016/17 season. Moved: Director of Surf Sports. Seconded Director of Special Projects

CARRIED

6. CORRESPONDENCE

The incoming and outgoing correspondence was tabled and endorsed at the meeting.

Moved: Director of Surf Sports. Seconded Director of Special Projects

CARRIED

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7. Endorsement of Sub-Committee Board Minutes and Recommendations

The below meeting reports were tabled and considered by the Board: 7.1 BOMS Meeting held Tuesday 26 April 2016 7.2 BOE Meeting held Monday 2 May 2016 7.3 BOSS Meeting held Wednesday 4 May 2016 7.4 Financial Investment Committee meeting held Wednesday 4 May 2016 Resolved: That the above Sub-Committee minutes and recommendations within such minutes are endorsed by the Board.

CARRIED

8. WORK HEALTH AND SAFETY

The Directors to raise any hazards identified in the workplace and recommend strategies to eliminate/ reduce the identified risk to prevent potential harm or damage.

No items were raised.

NOTED

9. AGENDA ITEMS/ ISSUES OF STRATEGIC NATURE/ APPROVAL/ ENDORSEMENT

9.1 Life Member Dinner

The President raised the prospect of holding an inaugural SLSCC Life Member Dinner to be scheduled early in the 2016/17 season. Resolved: That SLSCC hold a Life Member Dinner and the Branch cover the cost of the dinner as well as a new SLSCC branded shirt for each Life Member.

CARRIED

9.2 Crown Lands

The CEO and President updated Directors on the progressions to date and next steps as per the CEO’s report.

The Directors agreed that a clear plan was needed to be developed with the clubs to protect the future, starting from the negotiations that would take place with Umina SLSC which is expected to commence prior to the start of the 2016/17 patrolling season.

NOTED

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9.3 Awards of Excellence Selections

9.3.1 Rescue of the Year

The Rescue of the Year award is selected from the Rescue of the Month submissions. The Directors considered each of the month winners and selected the SLSCC Rescue of the Year winner.

NOTED

9.3.2 SLSNSW Official and Team of the Year Nominations

“The winner of the ‘Official of the Year’ and ‘Team of the Year’ at the SLSCC Awards of Excellence may not be the same person/team nominated for the SLSNSW Awards of Excellence. The SLSCC Board of Directors has resolved this so that they can recognise the deserving member at local level, however at the same time nominate the member who best fits the ‘criteria’ for the SLSNSW Awards night.” The Directors discussed the suitability of the SLSCC ‘Official’ and ‘Team’ award winners to be nominated for the SLSNSW AOE and agreed that the winners of both at the SLSCC AOE should be nominated this season.

NOTED

10. DIRECTORS /CEO REPORTS

_____________________________________________________________________________________ ITEM NO: 10.1 FROM: Stuart Harvey SUBJECT: Presidents Report

Aussie Championships

Congratulations to the competitors from Central Coast clubs for the fantastic results achieved at the Australian Championships. It is great to see so many medals brought back from the Youth, Opens and Masters Aussie Championships. Social Media I have concern with some of our Facebook page including our RWC Facebook page which has been opened up to the public users. The Board agreed that this Facebook page was beneficial and there was a need for this to continue, however it poses a major risk to SLSCC and therefore should be shut down and a new page started only for qualified and endorsed SLSCC RWC Operators. Touring Team Since the appointment of the Steering Committee at the last meeting, I have asked Rick Parsons to chair this committee and report back the Board. Rick has accepted and already made contact with the Steering Committee to organize the first meeting. Meeting with Minister for Emergency Services The CEO and I has an extremely positive meeting with the NSW Minister for Emergency Services, David Elliot and Member for Terrigal, Adam Crouch to report on the outcomes of the grant funding and advocate local issues.

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This discussion has led to the CEO being requested to submit a funding proposal for an additional three years of funding to the Community Education Program which is being considered by the NSW Government. The Director of Special Projects questioned if Community Education should remain a focus of the Branch when determining grant priorities and also suggested that SLSCC consider a new list of grant priorities now that SLSCC has been successful in ticking off most of the previously identified projects. He suggested the Branch should priorities membership retention/ recruitment programs and club related projects. The President said that Community Education should remain a priority of the Branch as it is a key to reducing drowning on the central Coast. The Board agreed that the branch should develop a new grants priority list with focus on funding club projects. Resolved: That the Board accepts and endorses the Presidents Report. That the SLSCC RWC Page is Closed and re-opened only for Qualified Operators.

CARRIED

_____________________________________________________________________________________ ITEM NO: 10.2 FROM: Peter James SUBJECT: Director of Special Projects

INTRODUCTION:

Set out below is an update on progress in the key areas of my responsibility:

STRATEGIC PLAN & GOVERNANCE:

• CP has forwarded with Board papers the summary of achievement to the current plan

• As previously advised this will now lead into a new plan being created for the next 3 years as the current plan ceases at end June 0216

• Clubs have been asked for input into the plan and this will be further developed at the Presidents tea next Thursday

• Unfortunately not all clubs have responded so it will be necessary to spend some time on the night further developing their thoughts for the future

• Directors had planned to meet on Saturday 28th May to consider above input and develop a draft strategic plan for the next 3 years however this now clashes with the SLSNSW planning event so a new date will need to be arranged

• This would then be presented for input and agreement at the July presidents tea and then formally adopted at the August branch meeting

The Directors agreed to move the Directors Strategic Planning Day to Saturday 4 June.

CLUB QUALITY PROGRAM:

• Below is the staff update re QCP progress from which you can see is not satisfactory.

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• Also attached is the graph showing the status of each club,

• Obviously there are now major problems with this program and will need further discussion at the meeting.

• Planning is continuing ongoing for the Clubs Conference in June.

INVESTMENT STRATEGY:

The Investment sub-committee met on 4th May and in your Board papers is the minutes of this meeting

The committee considered the current performance as outlined in the minutes and agreed that whilst things were quite positive to date that it is still too early to review if any changes to our agreed strategies are required

I am confident that the current performance is in line with market conditions and that we are still within the guidelines set initially for this investment strategy.

Resolved: That the Board accepts and endorses the Director of Special Projects Report.

CARRIED

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_____________________________________________________________________________________ ITEM NO: 10.3 FROM: Brett Beswick SUBJECT: Director of Lifesaving Report

General Overview: Has been quietest start to an off season that I can remember in years, which is great news (touch wood). Has been very few 13SURF callouts. RWC Update Incident involving Gosford lifeguard at end of season with significant injuries. GCC small plant assessed the RWC and confirmed not at fault. Had witness reports that was human error in making rescue hit wave at 45 degrees. Multiple reasons for degree of injury. Speed being major factor, PFD not secured properly, lanyard not secured. Ski continued to operate without driver for some time. Awaiting next meeting with GCC to discuss this issue. In no way do I believe size of power of the ski was at fault.

Lifesaving Agreements Clubs generally happy with current Lifesaving Agreements. Killcare have requested change to roving patrol to stop at Boudi National Park and only enter on emergency calls. Some thought and discussion re hours/numbers for North Entrance. RWC support if no IRB an option. EOI for Lifesaving Positions: Duty Officer (Northern region x 2) RWC Operators (looking to induct around 6-10 new operators) Surf Sports 2017: Consideration to provide 2 SMAR swimmers, one per each ski for all Junior Carnivals, and one swimmer for all other events to work with RWC operator. This will expedite any search if qualified SMAR swimmers are on hand to facilitate a quick response with the ESO. Duty Officer Season Review / Catch up Would like to arrange informal breakfast at Wamberal or Shelly SLSC in coming weeks with DO’s to review season, discuss planning etc. for next season.

Resolved: That the Board accepts and endorses the Director of Lifesavings Report.

CARRIED

____________________________________________________________________________ ITEM NO: 10.4 FROM: Jane Davis SUBJECT: Director of Education Report

Next seasons Education Field Day will be held at Copacabana SLSC on 11 September.

All bar four clubs have now completed their Educheck for the season.

We had a positive meeting with the Facilitators to set the dates for next seasons Education Course Calendar and discuss areas for improvement. The dates have now been agreed to and the 2016/17course calendar will be released shortly.

Resolved: That the Board accepts and endorses the Director of Educations Report.

CARRIED

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_____________________________________________________________________________________ ITEM NO: 10.5 FROM: Aaron Camp SUBJECT: Director of Member Services Report

Introduction:

1. JLOTY 2. AOE 3. Member recognition committee 4. Strategic plan SWOT 5. Member participation- BOMS and BOSS

Issues:

1. Well done to Dylan Barrett and Ceres Cousins at the recent JLOTY camp! Both SLSCC JLOTY’s will present their project at an upcoming BOMS and Branch council meeting.

2. Congratulations to those members nominated by their clubs for the AOE. Most cubs had a reasonable representation across the award categories.

3. The BOMS SO is developing an EOI for the member recognition committee headed by the manager of recognition. It was good to see the Entrance SLSC giving patrol service awards at their recent Club presentation night. The impact this recognition has for the members was very clear.

4. The BOMS recently conducted a brief SWOT analysis for member services to help guide the strategic plan for SLSCC. The analysis is outlined below.

5. The BOMS identified a number of areas where the BOMS and BOSS could work closely to provide opportunities for member participation. These included, local lifesaving comp workshops/ carnivals, changes to the carnival program structure, the introduction/reintroduction of clinics for IRB, gold medallion, pool rescue and lifesaving events.

SWOT Analysis- Member Services

STREGHNTHS Youth Programs, Rookie Program, Facilitator Workshops/Development, Personnel, Opportunity (courses/pathways), Great Communication.

OPPORTUNITIES Recognition outside Patrol hrs/subsidise, Flexible options for 18-25’s, Pathways for Gold/IRB’s/Member Dev., Local Lifesaving Comp – give it a go.

WEAKNESSES

Confusion Regarding Member Services, 18-25 Age group, Flexibility, lack of Recognition

outside Patrol Hours, Change Management, and Succession Planning

THREATS Burn Out, Time poor, Member Buy in, Money – lack of for clubs, Relevance for different age groups, Inflexible ideas/people/formats Resolved: That the Board accepts and endorses the Director of Member Services Report.

CARRIED

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_____________________________________________________________________________________ ITEM NO: 10.7 FROM: Chris Parker SUBJECT: CEO Report

Introduction With the 2015/16 patrol season coming to an end, congratulations to the 2,500 active lifesavers from the 15 surf clubs for continuing the organisations proud tradition in protecting the community at the Central Coast beaches. Last season there were no swimming related drownings, however there was a total of four coastal deaths on the Central Coast related to rock fishing, diving and prawning. According to draft statistics to date, lifesavers saved 1,162 lives, prevented a further 21,228 people from getting into difficulty, administered 2,836 first aid cases. Congratulations must also be passed onto the many Central Coast surf sports competitors, officials and team managers on the amazing performances in the recent Australian Youth, Masters and Open Championships. Lease Negotiations

Gosford City Council We have finally moved forward with the negotiations with GCC on the standard lease discussions. I received positive advice in our clubs favour from the Department of Crown Lands and NSW Fair Trading on the differences of opinion with GCC on fundraising and commercial income and I provided this to GCC in writing prior to a meeting I had with GCC on Friday 22 May. SLSCC also engaged Brett Phillips, Principal of LANDAS Consulting Group to support us at this meeting. At this meeting Council agreed: 1. That Function Hire is permitted by the clubs as fundraising (rather than commercial income)

by Department of Fair Trading and surf clubs have the sufficient licences to do so with the Department of Liquor and Gaming.

2. That the clubs are entitled to spend commercial income on the “objects of their lease” and this income doesn’t need to go to a centralised trust managed by the Reserve Trust Manager initially like previously advised by GCC.

3. That a change in development consent may not trigger a new lease as previously communicated by Council. Council are getting further legal advice on this to confirm, however LANDAS are confident that the current examples of clubs who require new DA approvals can legally continue with existing lease agreements.

The meeting was the most positive we have had in 18 months of disagreements in regards to lease arrangements and for the first time it was acknowledged by Council officers that they wished to take a similar line to the Community Lease Policy adopted by GCC in April 2015 due to concerns by Council that their annual operating costs on the surf clubs outweighing rent received and concerns with public perception caused by transparency and reporting of the use of commercial income. Council have suggested that the key areas that need to be negotiated from their perspective for new leases include the implementation of transparent reporting guidelines and the expectation for clubs to save approximately 10% of commercial income into a sinking fund to ensure they can meet all future maintenance expenses that fall under clubs responsibility under the lease.

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Umina’s lease expires in April 2017 and therefore they will be the next club to negotiate a new lease. Umina SLSC have agreed to work with SLSCC and also involve the other 15 clubs in their lease negotiations which will commence after their AGM in July 2016.

Wyong Shire Council I attended a meeting with the Entrance SLSC and Wyong Shire Council to negotiate their new lease due to a change in purpose for the second floor of their SLSC. At this point in time Council have proposed a different model to the status quo, but are now waiting on more detail to be provided by WSC.

I have had a follow up meeting with the WSC Mayor to discuss this issue which agreed to support if needed to ensure a beneficial outcome for the Entrance SLSC.

Peter Zalbergs also attended the meeting to discuss the concerns we have with GCC and re-enforce the benefits to both sides gained out of the existing model. The Mayor confirmed that WSC are in full support of the status quo and happy with the way the surf clubs are meeting the requirements within these leases.

Government lobbying/ Liaison

On Friday 6 May the President and I met with the Minister for Emergency Services, the Hon. David Elliot, and Member for Terrigal to show them the outcomes to date from the Election funding and discuss the challenges and priorities for Surf Life Saving on the Central Coast. The Minister showed genuine interest in our community education and drone projects and has asked for a submission to extend the Community Ed funding for a further two seasons and has also asked for dot points on our recommendations to relax CASSA Legislation for volunteer Emergency Services operating UAV’s.

I met with the Member for Swansea and Deputy Chair of the Parliamentary Friends of SLS on Wed 27 April to discuss SLSCC’s strategic priorities and also asked her for an invitation to the next Parliamentary Friends of Surf Life Saving meeting and to organise a presentation to our local representatives following this meeting.

I have met with Lucy Wicks and Karen McNamara and provided them with SLSCC’s Election priorities. I also meeting with Anne Charlton on Friday morning to do the same.

Partnership Management

I met with Andrew from Streets last month to provide an overview of the season. Streets are very happy with the partnership progression, however hope to be embraced by more of the surf club Kiosks in time. He has again suggested that we consider re-negotiating a new five year agreement this season and the President and I will be organising a meeting to talk this over.

On Thursday 28 April I attended the Freemasons on the Central Coast AGM and presented to them at this meeting.

I attended the Mariners Medal Dinner on 29 April at Crown Plaza as a guest of Newcastle Permanent.

I have met with Sharp DS Central Coast to discuss partnership opportunities and they have provided us with a letter of intent proposing a business agreement if we change printers.

Since the last meeting I have also met with Goodgear, Fortunity and NBN.

I will be scheduling meetings with CCLC, Sea FM and NP Charitable Foundation this month and working on several partnership reports for the 2016/17 season.

Community Education

A full report on the season will be provided to the Board at the next meeting.

I am very pleased to have received feedback from two clubs recently, Toowoon Bay and the Lakes saying that they have gained new members this season as a direct outcome of the

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Beachsafe talks. Traditionally we have never received feedback or measured the success of this program as a recruitment tool.

Awards of Excellence

Thank you to all of the Directors for your understanding in completing the selections within the short time frame provided. It is greatly appreciated.

Planning is on track for another big night with which will have the same format at last year’s successful event. Sean Chaffer is the MC and we will have a band again at the close of the formalities. NBN are developing the opening presentation and a presentation on the JLOY winners.

Website

It’s been a long drawn out project but after the project was put on hold since September, strong forward momentum has been made over the past month. The home page has now been changed and will have a similar feel and look to that of SLSQ. The pages have been mapped out and is now with the web developer while SLSCC staff are matching photos and content to the relevant page.

Drones

On Friday 6 May, I met with the CEO for Little Ripper, SLSNSW and SLSS Branch at SLSNSW. Little Ripper are keen to partner with SLS at Branch level and support trials of multi-rotar UAV’s for search and rescue purposes. They have agreed to fund a model UAV however because this model is over the 2kg mark operators will be required to gain their controllers certificate which Little Ripper have also offered assistance with along with policy and operator manual development.

The next course they have available is on Monday 4 – Fri 8 July 2016 in Newcastle.

Separate to this, we have gained quotes for the purchase of new smaller drones as resolved at the last meeting which don’t need the same compliance as the multi-rotar model referred to above.

2016/17 Planning

The 2016/17 events calendar and operations budget will need to be presented to the Board at the next meeting.

The date scheduled for the strategic plan development clashes with the SLSNSW Combined conference and a new date will need to be set at the meeting. I will send an email prior to then with some optional dates for consideration.

Many positions remain unfilled from the election meeting and consideration needs to be given whether to recall for vacant positions.

Resolved: That the Board accepts and endorses the CEO’s Report.

CARRIED

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11. OTHER URGENT ISSUES/ GENERAL BUSINESS

11.1 The CEO reminded the Directors that Annual Reports are due 31 May 2016.

12. ATTACHMENTS

12.1 Action Plan – As per the below

June

4.0 Federal Election Develop Plan CEO In Progress

November

8.3 Review of Rookie Program Member Services

Recommend Improvements DOMS In progress

10.2 Council Amalgamation

Opportunities Develop Paper CEO Not Complete

February

9.3 RWC Review President + DOLS meet President/ DOLS Not Complete

March

10.6 SLSNSW Team of the Year

criteria Agenda Item to SLSNSW CEO Complete

11.2 SMAR Distribution Group Added to Surfguard CEO Complete

April

3.0 Drones SLSNSW Approval and

Purchase CEO In progress